Executive Secretary

Position Overview

We are seeking a highly motivated and detail-oriented Executive Secretary to join our executive management team in Riyadh, Saudi Arabia. This pivotal role will provide comprehensive administrative and organizational support to senior leadership, ensuring seamless operations and effective communication across all levels of the organization. The ideal candidate will demonstrate exceptional professionalism, discretion, and the ability to manage complex schedules while maintaining the highest standards of confidentiality and efficiency.

Key Responsibilities

The Executive Secretary will serve as the backbone of executive operations, performing a wide range of duties to support leadership and facilitate business continuity. Primary responsibilities include:

• Calendar and Schedule Management: Oversee the Executive Director’s calendar, coordinating meetings, appointments, and travel arrangements with precision to ensure optimal productivity and minimal disruptions.
• Meeting Coordination: Organize and facilitate meetings by preparing agendas, distributing relevant materials, and recording detailed minutes to capture action items and decisions for follow-up.
• Communication Management: Handle all incoming and outgoing correspondence, including emails, letters, and calls, with a high level of professionalism and discretion to uphold the organization’s reputation.
• Document Preparation: Draft, edit, and compile executive-level reports, presentations, and other critical documents, ensuring accuracy, clarity, and adherence to corporate standards.
• Administrative Support: Maintain organized and confidential filing systems for executive records, contracts, and sensitive information, while ensuring compliance with data protection policies.
• Stakeholder Coordination: Act as a liaison between executive management and internal departments, as well as external stakeholders, including clients, partners, and visitors, to foster strong professional relationships.
• Travel and Logistics: Manage all aspects of executive travel, including flight bookings, accommodation arrangements, itinerary planning, and expense reporting, to ensure smooth and efficient business trips.
• Action Item Follow-Up: Monitor and track the progress of action items arising from meetings and correspondence, providing timely updates to ensure deadlines are met and decisions are implemented.
• Ad Hoc Support: Provide additional administrative and executive support as required, adapting to evolving priorities and contributing to the overall success of the organization.

Qualifications and Skills

To excel in this role, candidates must possess a blend of formal education, professional experience, and personal attributes that align with the demands of a high-pressure executive environment. The ideal candidate will meet the following criteria:

• Education: A Bachelor’s degree in Business Administration, Management, Secretarial Studies, or a related field from an accredited institution.
• Experience: Minimum of three years of progressive experience in an Executive Secretary, Executive Assistant, or similar capacity, with a proven track record of supporting senior leadership in a corporate or organizational setting.
• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with enterprise-level software for document management and scheduling.
• Soft Skills: Exceptional verbal and written communication abilities, with a focus on clarity, conciseness, and professionalism. Strong organizational and time management skills to prioritize tasks effectively in a fast-paced environment.
• Personal Attributes: A high degree of confidentiality, integrity, and discretion, coupled with the ability to work independently, manage multiple priorities, and thrive under pressure. Demonstrated problem-solving skills and adaptability to changing circumstances are essential.

Work Environment

This position is based in Riyadh, Saudi Arabia, and requires the ability to work in a dynamic corporate environment. The Executive Secretary will collaborate closely with executive leadership and interact with stakeholders across various departments. The role demands flexibility to accommodate occasional extended hours or travel as needed to support business operations.